Data Entry Textbook.pdf

Basics of Computer :: 1 1 Basics of Computer 1.1 INTRODUCTION In this lesson we present an overview of the basic design of a computer system: how the different parts of a computer syst...

Basics of Computer :: 1 1 Basics of Computer 1.1 INTRODUCTION In this lesson we present an overview of the basic design of a computer system: how the different parts of a computer system are organized and various operations performed to perform a specific task. You would have observed that instructions have to be fed into the computer in a systematic order to perform a specific task. Computer components are divided into two major categories, namely, hardware and software. In this lesson we will discuss about hardware, i.e., the machine itself and its connected devices such as monitor, keyboard, mouse etc., as well as software that makes use of hardware for performing various functions. 1.2 OBJECTIVES After going through this lesson you would be able to: l explain basic organization of computer system l explain different types of input and output devices l define Software and its classification l distinguish between system software and application software l describe computer language and its classification 2 :: Data Entry Operations 1.3 WHAT IS A COMPUTER? Computer is a device that transforms data into meaningful information. Data can be anything like marks obtained by you in various subjects. It can also be name, age, sex, weight, height, etc. of all the students in a class. Computer can also be defined in terms of functions it can perform. A computer can i) accept data, ii) store data, iii) process data as desired, and iv) retrieve the stored data as and when required and v) print the result in desired format. The major characteristics of a computer are high speed, accuracy, diligence, versatility and storage. 1.3.1 Computer Organisation The block diagram of computer is shown in Fig. 1.1. Memory Unit Input unit Control Unit Output unit Arithmetic Logic Unit Fig. 1.1 Block diagram of Computer Organisation The computer performs basically five major operations of functions irrespective of their size and make. These are 1) it accepts data or instruction by way of input, 2) it stores data, 3) it can process data as required by the user, 4) it gives results in the form of output, and 5) it controls all operations inside a computer. We discuss below each of these operations. 1. Input: this is the process of entering data and programs into the computer system.  Basics of Computer :: 3 2. Control Unit (CU): The process of input, output, processing and storage is performed under the supervision of a unit called 'Control Unit'. It decides when to start receiving data, when to stop it, where to store data, etc. It takes care of step -by-step processing of all operations in side the computer. 3. Memory Unit: Computer is used to store data and instructions. 4. Arithmetic Logic Unit (ALU): The major operations performed by the ALU are addition, subtraction, multiplication, division, logic and comparison. 5. Output: This is the process of producing results from the data for getting useful information. The ALU and the CU of a computer system are jointly known as the central processing unit (CPU). You may call CPU as the brain of any computer system. INTEXT QUESTIONS 1. What are the five basic operations performed by the computer? 2. Define ALU, CU and CPU. 3. Choose the correct answer. (a) The task of performing arithmetic and logical operations is called: (i) ALU (ii) editing (iii) storage (iv) Output (b) The ALU and CU jointly are known as (i) RAM (ii) ROM (iii) CPU (iv) None of above (c) The process of producing results from the data for getting useful information is called: (i) output (ii) input (iii) processing (iv) storage 1.4 PERIPHERAL DEVICES Peripheral devices are connected to the computer externally. These devices are used for performing some specific functions. Peripheral devices are as follows: 1. Input Devices 2. Output Devices 3. Other Peripherals 4 :: Data Entry Operations Disk drives Monitor Mouse Keyboard Fig. 1.2 Different peripheral devices of Computer 1.5 INPUT DEVICES Input devices accept data and instructions from the user. Following are the examples of various input devices, which are connected to the computer for this purpose. 1. Keyboard 2. Mouse 3. Light Pen 4. Optical/magnetic Scanner 5. Touch Screen 6. Microphone for voice as input 7. Track Ball 1.5.1 Keyboard A keyboard (as shown in figure 1.3) is the most common input device. Several kinds of keyboards are available, but they resemble each other with minor variations. The keyboard in most common use is the QWERTY board. Generally standard keyboard has 104 keys. In these keyboards, the cursor control keys are duplicated to allow easier use of the Fig. 1.3 Keyboard numeric pad.  Basics of Computer :: 5 1.5.2 Mouse A mouse is an electro-mechanical, hand-held device (as shown in figure 1. 4). It is used as a pointer. It can perform functions like selecting menu commands, moving icons, resizing windows, starting programs, and choosing options. Fig. 1.4 Mouse The most common mouse uses an internal, magnetically coated ball, to detect the movement of the mouse across a flat surface, usually a desktop. Now a days Optical or laser mouse is used to detect the movement. All windows based applications today are designed to work with a mouse. A mouse is used to replace hard -to-remember key combinations with easier "Point and Click" actions. However, it cannot substitute all keyboard operations. It can be alternative for commands based operations. 1.5.3 Light pen An input device that utilizes a light-sensitive detector to select objects on a display screen. A light pen is similar to a mouse (as shown in figure 1.5), except that with a light pen you can move the pointer and select objects on the display screen by directly pointing to the objects with the pen. 1.5.4 Optical Scanner Fig. 1.5 Light Pen These devices are used for automatic data collection. The devices of this category completely eliminate manual input of data. For example, the bar-code reader is actually just a special type of image scanner. An image scanner translates printed 6 :: Data Entry Operations images into an electronic format that can be stored in a computer’s memory, and with the right kind of software, one can alter a stored image. Another example of scanner is optical character recognition (OCR) device, used by banks to convert the scanned image of a typed or printed page into text that can be edited on the computer. Fig. 1.6 Scanner 1.5.5 Touch Screen Touch panel displays and pads are now being offered as alternatives to keyboard. Here the input can be given through the computer screen, that accepts the input through monitor; users touch electronic buttons displayed on the screen or they may use light pen. Fig. 1.7 Touch Screen Monitor 1.5.6 Microphone Microphone is an input device, which takes voice as input. The voice communication is more error-prone than information through keyboard. There are two types of microphones available (as shown in figure 1.8): 1. Desktop Microphone 2. Hand held Microphone Fig. 1.8 Desktop microphone and Hand-held Microphone  Basics of Computer :: 7 1.5.7 Track Ball Trackball, a pointing device, is a mouse lying on its back (as shown in figure 1. 9). To move the pointer, you rotate the ball with your thumb, your fingers, or the palm of your hand. There are usually one to three buttons next to the ball, which Fig. 1.9 Track Ball you use just like mouse buttons. The advantage of trackballs over mouse is that the trackball is stationary so it does not require much space to use it. In addition, you can place a trackball on any type of surface, including your lap. For both these reasons, trackballs are popular pointing devices for portable computers. 1.6 OUTPUT DEVICES Output devices return processed data that is information, back to the user. Some of the commonly used output devices are: 1. Monitor (Visual Display Unit) 2. Printers 3. Plotter 4. Speakers 1.6.1 Monitor Out of all the output devices, monitor (as shown in figure 1.10) is perhaps the most important output device because people interact with this device most intensively than others. Computer Fig. 1.10 CRT and LCD Monitor information is displayed, visually with a video adapter card and monitor. Information processed within the CPU, that needs to be visually displayed, is sent to video adapter. The video adapter converts information from the format used, in the same manner as a television displays information sent to it by a cable service. 8 :: Data Entry Operations Two basic types of monitors are used with microcomputers, which are as follows: 1. CRT 2. LCD Cathode Ray Tube (CRT): CRT or Cathode Ray Tube Monitor is the typical monitor that you see on a desktop computer. It looks a lot like a television screen, and works the same way. This type uses a large vacuum tube, called cathode ray tube (CRT). Liquid Crystal Displays (LCD): This type of monitors are also known as flat panel monitor. Most of these employ liquid crystal displays (LCDs) to render images. These days LCD monitor are very popular. When people talk about the capabilities of various monitors, one critical statistic is the resolution of the monitor. Most monitors have a resolution of at least 800 x 600 pixels. High-end monitors can have resolutions of 1024 x 768 pixels or even 1280 x 1024 pixels. Thus monitors are available either in low resolution or in high resolution. 1.6.2 Printer After a document is created on the computer, it can be sent to a printer for a hard copy (printout). Some printers offer special features such as colored and large page formats. Some of the most commonly used printers are: 1. Laser Printer 2. Ink Jet Printer 3. Dot Matrix Printer 4. Line Printer Laser Printer: A laser printer produces high quality print that one normally finds in publishing. It is extremely fast and quiet. Moreover, the operation of a laser printer is easy with automatic paper loading and no smudging or messing up Fig. 1.11 Laser Printer of ink ribbons. The fastest laser printer  Basics of Computer :: 9 can print up to 200 pages per minute in monochrome (black and white) and up to 100 pages per minute in colour. Ink-Jet Printer: An ink-jet printer creates an image directly on paper by spraying ink through as many as 64 tiny nozzles. Although the image it produces is not generally quite as sharp as the output of a laser printer, the quality of ink-jet images is still high. In general, ink-jet printer offers an Fig. 1.12 Ink-Jet Printer excellent middle ground between dot matrix and laser printer. Like laser printer, an ink-jet printer is quiet and convenient, but not particularly fast. Typically, an ink-jet printer is more expensive than a dot-matrix printer, but costs only half as much as a laser printer. Dot Matrix Printer: The dot matrix printer was very popular at one point of time. It is a very versatile and inexpensive output device. In dot matrix printer the print head physically "hits" the paper through the ribbon and produces text (or images) by combinations of dots; hence the name dot matrix printer. Its speed is measured in characters per second Fig. 1.13 Dot Matrix (CPS). Although it is less expensive, it is Printer louder, slower and produces lower print quality. Line Printer: A line printer is generally used with large computer systems to produce text based data processing reports. Line printers are high-speed printers with speeds ranging anywhere from 100 to about 3800 lines per minute. In the past, print quality on line printers was not high. Developments in technology are improving the print quality on line printers. These are in the cost Fig. 1.14 Line Printer range of lacs of Rupees. 10 :: Data Entry Operations 1.6.3 Plotter A plotter is a special kind of output device that, like a printer, produces images on paper, but does so in a different way. Plotters are designed to produce large drawings or images, such as construction plans for buildings or blueprints for mechanical objects. A plotter can be connected to the port normally used by a printer. An array of different colored pens in a clip rack and a robotic arm is part of plotter. The instructions that a plotter receives from a computer consist of a color, and beginning and ending coordinates for a line. With that information, the plotter picks up the appropriate pen through its arm, positions it at the beginning coordinates drops the pen down to the surface of the paper and draws to the ending coordinates. Plotters draw curves by creating a sequence of very short straight lines. Plotters usually come in two designs: 1. Flat Bed: Plotters of small size to be kept on table with restriction of paper size. 2. Drum: These plotters are of big size using rolls of paper of unlimited length. Fig. 1.15 Flat bed and Drum Plotter 1.6.4 Speaker Speakers (as shown in figure 1.16) are another type of output device, which allow you to listen to voice like music, and conversation with people. Fig. 1.16 Speaker  Basics of Computer :: 11 INTEXT QUESTION 4. Write True or False for the following: (a) Mouse is an output device. (b) OCR stands for Optical Content Reader. (c) LCD Monitor is used in notebook computer. (d) Speed of DOT Matrix Printer is measured in Characters Per Second. (e) Plotters are used to produce high quality drawings and images, such as construction plans for buildings or blueprints for mechanical objects. 1.7 SOFTWARE As you are aware, computer cannot do anything on its own. It is the user who instructs computer; what to do, how to do and when to do. In order to perform any task, you have to give a set of instructions in a particular sequence to the computer. These sets of instructions are called Programs. Software refers to a set of programs that makes the hardware perform a particular set of tasks in particular order. Software can be classified mainly into following categories and sub-categories are shown in Figure 1.17. Software System Software Application Software Operating Generalized Customized System Utilities Packages Packages Fig. 1.17 Classification of Software 12 :: Data Entry Operations 1.7.1 System Software When you switch on the computer the programs stored in ROM are executed which activates different units of your computer and makes it ready for you to work on it. This set of programs can be called system software. System softwares are sets of programs, responsible for running the computer, controlling various operations of computer systems and management of computer resources. Operating System (OS) falls under this category. An operating system is a system software that provides an interface for a user to communicate with the computer, manages hardware devices (disk drives, keyboard, monitor, etc), manages and maintains disk file systems and supports application programs. Some popular Operating systems are UNIX, Windows and Linux. Although operating system provides all the features users need to use and maintain their systems, inevitably, they still do not meet everyone’s expectations. This has led to another type of system software called "Utilities". These are programs that bridge the gap between the functionality of an OS and the needs of users. Utility programs are a broad category of software such as compress (zip)/uncompress (unzip) files software, anti virus software, split and join files software, etc. 1.7.2 Application Software Application software is a set of programs, which are written to perform specific tasks, for example: An application package for managing library known as library information system is used to manage information of library such as: keeping book details, account holder details, book issue details, book return details etc. Another application package for managing student details is called student’s information system, manages student’s roll no, name, parents name, address, class, section, processing of examination results etc. Application software can be broadly classified into two types: (a) Generalized packages (b) Customized packages  Basics of Computer :: 13 Generalized Packages These are user friendly softwares written to cater to user’s very general needs such as preparing documents, drawing pictures, database to manage data/information, preparing presentations, play games etc. It is a group of programs that provide general purpose tools to solve specific problems. Some of the generalized packages are listed below: l Word Processing Software(for preparing documents): Word Perfect, MS-Word, OpenOffice.org Writer l Spreadsheets (Data Analysis): Lotus Smart suites, MS- Excel, OpenOffice.org Calc, Apple Numbers l Presentations : Presentation Graphics, MS-PowerPoint, OpenOffice.org Impress l Database Management System: MS-Access, OpenOffice.org Base, MS-SQL Server, ORACLE l Graphics Tools: Paint shop pro, Adobe Photoshop Customized Packages These are the applications that are customized (or developed) to meet the specific requirements of an organization/institution. For Example: Student information details, Payroll packages, inventory control etc. These packages are developed using high-level computer language. 1.8 COMPUTER LANGUAGES Languages are a means of communication. Normally people interact with each other through a language. On the same pattern, communication with computers is carried out through a language. This language is understood both by user and the machine. Just as every language like English, Hindi has its grammatical rules; every computer language is bound by rules known as SYNTAX of that language. The user is bound by that syntax while communicating with the computer system. 14 :: Data Entry Operations Computer languages are broadly classified as: 1. Low Level Language: The term low level means closeness to the way in which machine understand. The low level languages are: a. Machine Language: This is the language (in the form of 0’s and 1’s, called binary numbers) understood directly by the computer. It is machine dependent. It is difficult to learn and even more difficult to write programs. b. Assembly Language: This is the language where the machine codes comprising of 0’s and 1’s are substituted by symbolic codes (called mnemonics) to improve their understanding. It is the first step to improve programming structure. Assembly language programming is simpler and less time consuming than machine level programming, it is easier to locate and correct errors in assembly language than in machine language programs. It is also machine dependent. Programmers must have knowledge of the machine on which the program will run. 2. High Level Language You know that low level language requires extensive knowledge of the hardware since it is machine dependent. To overcome the limitation, high level language has been evolved which uses normal English like, easy to understand statements to solve any problem. Higher level languages are computer independent and programming becomes quite easy and simple. Various high level languages are given below: l BASIC (Beginners All Purpose Symbolic Instruction Code): It is widely used, easy to learn general purpose language. Mainly used in microcomputers in earlier days.  Basics of Computer :: 15 l COBOL (Common Business Oriented language): A standardized language used for commercial applications. l FORTRAN (Formula Translation): Developed for solving mathematical and scientific problems. One of the most popular languages among scientific community. l C: Structured Programming Language used for all purpose such as scientific application, commercial application, developing games etc. l C++: Popular object oriented programming language, used for general purpose. 1.9 COMPILER AND ASSEMBLER As you know that High Level language is machine independent and assembly language though it is machine dependent yet mnemonics that are being used to represent instructions are not directly understandable by machine. Hence to make the machine understand the instructions provided by both the languages, Compiler and Assembler are required to convert these instructions into machine language. The software (set of programs) that reads a program written in high level language and translates it into an equivalent program in machine language is called as Compiler. The program written by the programmer in high level language is called source program and the program generated by the compiler after translation is called as object program. Source Program Object Program (Higher Level Language) Compiler (Machine Language) Fig. 1.18 Compiler The software (set of programs) that reads a program written in assembly language and translates it into an equivalent program in machine language is called as Assembler. 16 :: Data Entry Operations Source Program Object Program (Assembling Language) Assembler (Machine Language) Fig. 1.19 Assembler INTEXT QUESTION 5. Write True or False for the following: (a) Operating System (OS) is an Application Software. (b) High level languages are easy to program than low level language. (c) Computer language FORTRAN is used to solve Scientific and Mathematical problems. (d) C is an object oriented programming language. (e) Compiler converts high level languages into machine language. 1.10 WHAT YOU HAVE LEARNT A computer is useful only when it interacts with the external devices such as keyboard, mouse, monitor, speaker, which are called as peripheral devices. In this lesson we have discussed in details about major peripheral devices of a computer system. You have learnt that only hardware does not do anything of its own without the help of software. Hence we have explained in details about software, its types and the computer languages used to prepare the software. 1.11 TERMINAL QUESTIONS 1. What is a computer? Draw a block diagram to illustrate the basic organisation of a computer system and explain the functions of various units. 2. What is an input device? Briefly describe varioius important input devices. 3. Discuss two basic types of monitors CRT and LCD.  Basics of Computer :: 17 4. What is a software? Discuss its various categories with the help of diagram. 5. Distinguish between system and application software. 6. Write short notes on: (a) Laser Printer (b) High level language (c) Compiler (d) Plotter 7. Write a note on Computer language and its classification. 1.12 FEEDBACK TO INTEXT QUESTIONS 1. The five basic operations that a computer performs are input, storage, processing, output and control. 2. ALU : Arithmetic Logic Unit CU : Control Unit CPU : Central Processing Unit 3. (a) i (b) iii (c) i 4. (a) False (b) False (c) True (d) True (e) True 5. (a) False (b) True (c) True (d) False (e) True 18 :: Data Entry Operations 2 Operating System 2.1 INTRODUCTION The operating system in these days uses a graphical user interface (GUI). Here you do not have to remember all the commands by heart. The commands are visible on the monitor as icons. The most popular operating system available today is ‘Windows’. The Windows operating system has evolved over time in the form of Windows 95, Windows 98 and Windows 2000. Currently windows XP, Windows Vista and Windows 7 are in use. In this lesson we will explain the main features of Widows XP. 2.2 OBJECTIVES After going through this lesson you would be able to: l explain the features of Windows XP l explain various icons and their features l define file management  Operating System :: 19 Fig. 2.1 2.3 ELEMENTS OF WINDOWS XP 2.3.1 Logging On When the computer system loaded with Windows XP is started, it will present a log-in screen to log on to windows or to network, if the system is part of a computer network. To be able to log on, do the following 1. Enter the password (if it is password protected) 2. click on the a key or hit the Enter key Fig. 2.2 2.4 XP DESKTOP ELEMENTS Start Menu When clicked on the start button, menu as follows appears on the screen giving all the available options to start using the Windows. 20 :: Data Entry Operations Fig. 2.3 Overview of the options: Task Description All Programs Displays a list of installed program, which a user can start or use My Documents Displays a list of document used by the current user My Recent Documents Displays a list of recently used document by the current user My Picture Displays a list of picture/photos used by the current user My Music Displays a list of music/songs used by the current user Control Panel Displays a list of utility configure the computer system and install software and hardware Printers and Faxes Displays a list of currently installed printers and faxes in the current computer system Help and Support Start the XP help and support program to find how to do a task in windows Search Helps the user to find Displays a list of document used by the current user files, folder, and other networked computer and shared resources.  Operating System :: 21 Run Start a application program or execute a DOS command Log Off Log off the currently logged in user of the system Turn Off Computer Close currently opened program, log of the current user and switch off the computer system. Task Bar When you start the computer system, then start and task bar appears on the bottom of the screen and by default remains visible when Windows is running. Whenever a program is run or a window is opened, an icon representing the program appears on the taskbar. To switch between windows or program, click on the icon representing the window on the task bar. When the program or window is closed, the icon disappears from the task bar. Fig. 2.4 Start a Program To start a program to the followings; 1. Click on the Start Button 2. Click on the All Programs 3. Point to the desired folder say “Accessories” and select the desired program to run such as ‘Paint’ Quitting a Program To quit a program, select the close button (×) in the upper-right corner of the window OR Click on File menu and select ‘Close’ option. Getting Help Online help and support provided is of great help in using and learning windows. One can get help a specific topic or current task is being executed. To start help l click on the Start button l click on ‘Help and Tutorial’ option 22 :: Data Entry Operations A list of help and support topics and online tutorial is displayed on the screen. One can use the tabs in the screen to search for the desired information in several ways. Fig. 2.5 l Click on a topic or task to know more about how to get the job done or type in a search word to locate the help on a specific topic. l Click on the ‘Index’ tab to locate specific topic listed alphabetically and the follow the instructions displayed on the screen. l Click on ‘Favourites’ tab to add Help Topics, search results to your Favourites list to make them easy to locate in the future l Click on ‘History’ to pick from a list of Help and Support pages that you have read in the past. l Click on’ Support’ to get various kind of online support such as Microsoft online support, News Group on Windows. l Click on ‘Option’ to configure the help and support center as per your requirement. To close Help and Support windows, select the close button (×) in the upper-right corner of the window.  Operating System :: 23 Locating Files and Folders If you don’t know where a document or folder is located, you can use the Search companion to locate it in the local storage such as Hard Disk, CD or in the network drive (if the system is part of a network). The Indexing Service provided by the Search maintains an index of all the files on your computer, making searches faster. To search for a file or folder 1. Click Start, and click on Search. 2. Select All files and folders from the left hand side of the windows. 3. Type the name of the file or folder in part or full, or type a word or phrase that exists in the file to be searched. 4. If you do not know either piece of information select one or more of the remaining options: l In Look in, click the drive, folder, or network you want to search. Fig. 2.6 24 :: Data Entry Operations l Click on When was it modified? to look for files that were created or modified on or between specific dates. l To look for files of a specific size, click on What size is it? Select a size. l Click on More advanced options to specify additional search criteria. 5. Once you finish specifying the search criteria, click on Search to locate the file. Similarly you can search for specific information on Internet, or people in your address book, search for a printer or a computer on your network. Changing System settings By using Control Panel’s tools you can customize the way Windows look and work! Also you can install new hardware, add and remove (install/uninstall) software programs, change the look and feel of your desktop and much more. It also includes a number of administrative tools in Administrative Tools option for better administration of Windows in terms of User Management, Event viewer, Component Service etc. To start Control Panel and use the available tool, do the following; l Click on ‘Start’ l Click on ‘Control Panel’ l Select the desired tool to use For example to create a new or modify the settings for an existing user click on ‘User Account’ icon in the control panel. Using My Computer My Computer displays the contents of floppy, hard disk, CD- ROM, and network drives. One can also search for and open files and folders, and use options in Control Panel to modify computer’s settings. l To use My Computer, click on Start, and then click on My Computer.  Operating System :: 25 Fig. 2.7 Display the storage Contents l To see what’s on your hard disk, under Hard Disk Drives, double-click the drive you want to see such as C:, D: etc. l To find a file or folder on a CD-ROM, or other media, under Devices with Removable Storage, double-click on the respective storage media you want to see. l To find a file in a folder, under Files Stored on This Computer, double-click a folder. 2.5 FILE MANAGEMENT IN WINDOWS File management in windows can be done through Windows explorer or My Computer. Windows Explorer displays the hierarchical list of files, folders, and storage drives (both fixed and removable) on your computer. It also lists any network drives that have been mapped to as a drive letters on your computer. Windows Explorer can be used to copy, move, rename, and search for files and folders. For example, to copy a file, you can 26 :: Data Entry Operations open a folder that contains the desired file to be copied or moved, and then just drag and drop the file to target folder or drive. Fig. 2.8 When files or folders are deleted from hard disk, Windows places them in the Recycle Bin, where they can be retrieved, until the Recycle Bin is made empty. Files or folders deleted from a removable storage media such as network drive are permanently deleted and are not sent to the Recycle Bin. 2.5.1 Using Windows Explorer To open Windows Explorer, l Click on Start, l Point to All Programs, l Point to Accessories, and then click on Windows Explorer Coping or Moving a file or Folder using My Document l Click on Start, and then click on My Documents.  Operating System :: 27 Fig. 2.9 l Click the file or folder to be copied. More than one file or folder can be copied at a time. Fig. 2.10 28 :: Data Entry Operations l To select more than one file or folder, click the first file or folder, press and hold down SHIFT key, and then click the file or folder. l To select non-consecutive files or folders, press and hold down CTRL key, and then click each of the files or folders to be copied. l Under Edit, select Copy. l Select the target drive or folder to which you want to copy the files l Under Edit, select Paste to copy the desired file or folder to the target drive. Fig. 2.11 2.5.2 View file details 1. Click on Start, and then click on My Documents 2. Double-click the folder that contains the files to be viewed. 3. On the View menu, click Details.  Operating System :: 29 4. It will display all the details about the files such as Name, Type, size etc. 2.5.3 Coping and moving files using Explorer l Click Start, point to All Programs, point to Accessories, and then click Windows Explorer. l Make sure the destination for the file or folder you want to move is visible. Fig. 2.12 l Drag the file or folder to the destination. l If you drag an item while pressing the right mouse button, you can move, copy, or create a shortcut to the file in its new location. l To copy the item instead of moving it, press and hold down CTRL while dragging. l If you drag an item to another disk, it is copied, not moved. To move the item, press and hold down SHIFT while dragging. 30 :: Data Entry Operations l Dragging a program to a new location creates a shortcut to that program. To move a program, right-click and then drag the program to the new location. You must be logged on as an administrator to move a program. 2.5.4 Create a new folder 1. Click on Start, and then click on My Documents 2. Under File, click New and select Folder. 3. A new folder is displayed with the default name, New Folder. 4. Type a name for the new folder, and then press ENTER. 5. A new folder can also be created by right-clicking a blank area in a folder window or on the desktop, pointing to New, and then clicking Folder. 2.5.5 Rename a file or folder 1. Click on Start, and then click on My Documents 2. Click on the file or folder you want to rename. 3. Under File, click Rename. 4. Type the new name, and then press ENTER key. l File or folder can also be renamed by right-clicking it and then clicking Rename. 2.5.6 Delete a file or folder 1. Click on Start, and then click on My Documents 2. Click on the file or folder you want to delete. 3. Under File, click Delete. 4. Files or folders can also be deleted by right-clicking the file or folder and then clicking Delete. 5. Deleted files or folders are stored in the Recycle Bin, till they are permanently removed from the Recycle Bin.  Operating System :: 31 6. To retrieve a deleted file, double-click the Recycle Bin icon on the desktop. Right-click on the file to retrieved, and then click Restore. 7. To permanently delete a file, press and hold down SHIFT and drag it to the Recycle Bin. Fig. 2.13 2.6 INSTALL SOFTWARE/HARDWARE Windows provides a quick and easy way to install new software. Add or Remove Programs utility in Control Panel help to manage programs and components on the computer system computer. Using it one can install software packages such as Microsoft Word or Access etc. from a CD-ROM, or a network drive, or add or remove Windows updates and new features from the Internet. This can also be used to add or remove Windows components which are not included in the original installation. 32 :: Data Entry Operations Fig. 2.14 2.6.1 Install Software l Click Start, click Control Panel, l Double-click Add or Remove Programs. l Click on Add New Programs, and then select the source where the software to be installed is located such as CD or Floppy drive l Follow the instructions on your screen to install the software. 2.6.2 Change or remove software 1. Click Start, click Control Panel, 2. Double-click Add or Remove Programs. 3. Click on Change or Remove Programs, and then select the program you want to change or remove. l To change a program, click on Change button.  Operating System :: 33 l To remove a program, click on Remove button. 2.6.3 Add new features from Windows Update 1. Click Start, click Control Panel, 2. Double-click Add or Remove Programs. 3. Click Windows Update. 4. Follow the instructions to locate and install new Windows features or updates 2.6.4 Add or remove a Windows component To be able to use this feature of Windows, the user must log in as an administrator or a member of the Administrators group. Fig. 2.15 1. Click Start, click Control Panel, 2. Double-click Add or Remove Programs. 3. Follow the instructions in the Windows Components Wizard. 34 :: Data Entry Operations 2.6.5 Install Hardware Windows can helps you set up new hardware component such as sound card, video card or network card etc. to your computer. Fig. 2.16 1. Click Start, click Control Panel, 2. Double-click Add Hardware. 3. Follow the instructions on the screen. INTEXT QUESTIONS 1. Write True or False for the following: (a) Deleted Files or folders are stored in the recycle bin. (b) Under Edit menu you can rename the file. (c) Windows provides a quick and easy way to install new software. 2. Fill in the blanks: (a) Under file, click................. and select folder.  Operating System :: 35 (b) If you drag an item while pressing the............... you can create a shortcut to the file. (c) When you start the computer system, the task bar appears.............. on the screen. (d) When files or folders are deleted from............... windows places them in the recycle bin. (e) To select non-consecutive file or folder press and hold down................. key. 2.7 WHAT YOU HAVE LEARNT In this lesson you learnt about important features of Windows XP. Now you are in a position to locate a file or folder and use windows explorer to manage files. Moreover, you can install software and hardware in the system. You can change system settings also. 2.8 TERMINAL QUESTIONS 1. List out various steps to search for a file or folder. 2. Describe the following (a) Recycle bin (b) Task bar (c) Quitting a program (d) File Management in Windows 3. Write down the steps to delete a file or folder from the computer. 4. What are the steps to install software in the computer. 5. Write down various steps to rename a file or folder. 2.9 FEEDBACK TO INTEXT QUESTIONS 1. (a) True (b) False (c) True 2. (a) Right mouse button (b) Right (c) Bottom (d) Hard disk (e) CTRL key 36 :: Data Entry Operations 3 Basics of Word Processing 3.1 INTRODUCTION Word processing is an application program that allows you to create letters, reports, newsletters, tables, form letters, brochures, and Web pages. Using this application program you can add pictures, tables, and charts to your documents. You can also check spelling and grammar. In this lesson, we will learn Word 2007 and use its features, tools and techniques. All Professional Documents will be discussed using this package only. 3.2 OBJECTIVES After going through this lesson you would be able to: l define features of Word 2007 l explain basic menu details of Word 2007 l create, save and print new Word document l protect a word document quickly and efficiently l manage word files and their printing  Basics of Word Processing :: 37 3.3 MAIN FEATURES OF WORD PROCESSING The main features are: l You can create professional documents fast, using built- in and custom templates. l You can easily manage large documents using various features like the ability to create table of contents, index, and cross-references. l You can work on multiple documents simultaneously l With the help of mail merge, you can quickly create merge documents like mass mailings or mailing labels. l AutoCorrect and AutoFormat features catch typographical errors automatically and allow you to use predefined shortcuts and typing patterns to quickly format your documents. l The print zoom facility scales a document on different paper sizes, and allows you to print out multiple pages on a single sheet of paper. l The nested tables feature supports putting one table inside another table. l You can export and save your word documents in PDF and XPS file format. 3.4 FEATURES OF WORD 2007 MS Word 2007 has useful features and tools introduced to produce professionally created documents. Some of these features are discussed below. You can easily create, format, edit professional-looking user document using comprehensive set of easy to use tools provided by MS Word. It uses the MS Office Fluent user Interface concept. This interface uses a new component called Ribbon to group the tools by task, within task by sub tasks and related commands that are used more frequently. The new user result oriented interface presents the tools to you in a more organised and efficient manner, which are easy to locate. 38 :: Data Entry Operations Fig. 3.1 1. Tabs are more task oriented such as Home, Insert, Page Layout 2. Within each tab, the related sub-tasks are grouped together 3. Related command button 1 are also grouped together to execute a command or to display a command menu The MS Word 2007 provides a lot of pre-formatted template to produce documents, reports etc. While using the pre-formatted template, you can select already available cover page, header and footer to give the documents a professional look without spending much time in formatting a new one. MS Word 2007 also provides features for creating chart and diagram which include three-dimensional shapes, transparency, drop shadows, and other effects. This helps create highly professional documents with flexibility in representing data more efficiently and professionally. Using MS Word 2007 digital signature feature, you can ensure the authenticity, integrity, and origin of the document. The same can be done either by adding an invisible digital signature to a document, or inserting a Microsoft Office Signature Line, which capture a visible representation of a signature along with a digital signature. Similarly, before sharing a document which is in its final form with others, you can use MS Word 2007 “Mark As Final” features to protect the document from any changes. “Mark as Final” command makes the document “read-only” making the typing, editing and proofing command disabled. But just to remember,  Basics of Word Processing :: 39 “Mark As Final” is a security feature as anyone can edit a document that is marked as final by turning off Mark as Final. MS Word 2007 also provides the feature and tools to export your document to either PDF (Portable Document Format) or XPS (XML Paper Specification) format. 3.5 STARTING MS WORD PROGRAM You can start your Word program different ways. One way is using Start button: 1. Click on the Start button. 2. In the menu that appears select All Programs→Microsoft Office→Microsoft Office Word 2007. In few seconds you will see Word screen on the monitor. Fig. 3.2 40 :: Data Entry Operations You can also start your MS Word program by double clicking on Microsoft Word icon, which lies on the Microsoft Office Shortcut Bar (MOSB). 3.6 WORD SCREEN LAYOUT The Word screen (Window) contains a number of objects such as Tabs, Menus, Sub menus, short-cut commands etc. We will describe the Word’s default screen layout (Fig. 3.1) here. Fig. 3.3 Screen Layout 3.6.1 Menus If you are familiar with previous versions of Word, when you begin to explore Word 2007, you will notice a significant change in the menu structure, look and feel. The features in Word 2007 display as various tabs such as Home, Insert, Page Layout, References etc. To view all sub tasks/options (expanded form) in each menu, you must click the required option. For example, the images in Figure 3.4 show the Border menu in collapsed form (Figure 3.4a) and in expanded form (Figure 3.4b).  Basics of Word Processing :: 41 Fig. 3.4a Collapsed menu Fig. 3.4b Expanded menu Shortcut Menus These features allow you to access various Word commands faster than using the options on the menu bar. When the menu is expanded, the shortcut menu is displayed with short-cut command option for each of the short-cut menu item. The options on this menu will vary depending on the sub-task that was clicked or selected. For example, the shortcut menu on the side is produced by selecting or expanding the Border option of the paragraph sub-task of the Home Tab from the Tab bar. Fig. 3.5 The shortcut menus are helpful because they display only those options that can be applied to the item that was selected and, therefore, prevent searching through the many menu options. 3.6.2 Toolbars MS Word 2007 provides a customized quick access toolbar to organize the tools available for easy and fast access of the commands. Many toolbars displaying shortcut buttons are also available to make editing and formatting quicker and easier. The toolbars that are already displayed on the screen are checked. To add/modify simply click on the “More Commands” option which will display the following menu for customized selection of tools as per your requirement. 42 :: Data Entry Operations Fig. 3.6 Fig. 3.7  Basics of Word Processing :: 43 3.6.3 Rulers The rulers display horizontal and vertical scales that reflect the width and height of your typing area. The horizontal scale is invaluable when you want to quickly set tabs, margins, and indents. Select the View tab on the main MS word 2007 screen to be able to select/deselect the Ruler/Gridlines and other options. Fig. 3.8 3.6.4 Typing Screen Objects The open area below the rulers and toolbars is writing or typing area. There are certain objects that are a permanent part of the typing area. These are: (a) Insertion Point, (b) Mouse Pointer, and (c) End-of-Document Marker. (a) Insertion Point: The black vertical blinking line is the insertion point that is initially at the top left side of the 44 :: Data Entry Operations typing area. It indicates the place where your typing is inserted into the document. As you type, the blinking line continuously moves along towards right inserting in that line whatever is typed. When the up, down, left, or right arrows of the keyboard is used, the insertion point moves accordingly. When you move and place the cursor any where in the text and click, the insertion point shifts to that place from its current location indicating that it is ready to accept your typing. (b) Mouse Pointer: When you move the mouse around in the typing area, the mouse pointer is in the shape of a thin I- beam. As you move the mouse near the menu bar and toolbars, the mouse pointer becomes a pointing arrow. If you move the mouse pointer to some existing piece of text and click the mouse, you will see the insertion point in that spot of the text. (c) End-of-Document Marker: The horizontal line (like a short underline) at the end of the document (seen only when Word is in Normal view) is called end-of-document marker. This marker lets you know where the end of document occurs. 3.6.5 Vertical and Horizontal Scrollbars The typing area is bordered on the right side by the vertical scroll bar with a scroll button and arrows. The single down arrow scrolls through the document line by line. The double down arrow allows you to move to the top of the next page. The double up arrow allows you to move to the top of the previous page. The double down arrow allows you to move to the top of the next page. You can also drag the vertical scroll button up and down the scroll bar to move up and down through the document. The first bar along the bottom of the typing area is the horizontal scroll bar. To see the text that is off the right side of the screen, use the left arrow button. To see the text that is off the left side of the screen, use the right arrow button. You can also drag the horizontal scroll button to move left or right of the document. In Word 2007, the options such as view documents and zoom is also available on the bottom bar for easy access.  Basics of Word Processing :: 45 Fig. 3.9 INTEXT QUESTIONS 1. State True or False (a) Shortcut menu feature allows access to various Word commands faster than using options on the menu bar. (b) In the collapsed menu, all the commands will be displayed. (c) For both Show and Hide Rules, the command is View →Ruler. (d) The black vertical blinking line in the typing area in a word document is the insertion point. (e) The use of Scrollbars is to set margins in a document. 46 :: Data Entry Operations 2. To view shortcut menu, we need to: (a) Click the mouse (b) Right click the mouse (c) First click and then right click the mouse 3. Horizontal scale is useful to quickly set: (a) Margins (b) Tabs (c) Indents (d) All of the above 4. What is the command to start the Word Program using Start button? 3.7 MANAGING DOCUMENTS This section of the lesson explains how to open a new/ existing document, save a document, print a document, working with multiple documents, protecting a document, finding a document, and closing a opened document. There are several ways to create new documents, Fig. 3.10 open existing documents, and save documents in Word. Click on the Office Button to use one the following. 3.7.1 Create a New Document To open a new document, follow one of the following methods: 1. Click the New Document button on the menu bar. 2. Press CTRL+N keys on the keyboard.  Basics of Word Processing :: 47 3.7.2 Open an Existing Document Click on the office 2007 button at the top left corner of your screen to open an existing Office 2007 document, follow one of the following methods: Button 1. Click the Open File button on the menu bar. 2. Press CTRL+O keys on the keyboard. 3. Each of the above method will show the Open dialog box. Choose the file and click the Open button. 3.7.3 Save a New/Existing Document To save a new/existing document that is opened, follow one of the following methods: 1. Click the Save button on the menu bar. 2. Press CTRL+S keys on the keyboard. If the document is already named and saved earlier, it will simply save the document. On the other hand, if the file is a new document then it will prompt you by opening Save As dialog box. Select the folder where you want to place your document in Save In: box, type the name of the document in File Name: box, and then click OK. You can also save a new document by choosing CTRL→ →A on the keyboard and then selecting the Fig. 3.11 above actions in Save As dialog box. 3.7.4 Working on Multiple Documents Several documents can be opened simultaneously if you are typing or editing multiple documents simultaneously. All open documents can be arranged under the View Tab. Fig. 3.12 48 :: Data Entry Operations 3.7.5 Protecting a Document You can protect your document from being accidentally changed its format and text or from other users to get access to it. Protecting a Document from Accessing If you want to protect a document from other users accessing to it, give a password to your file. Follow the steps given below: 1. When the file is open, select Office Button → Save As command on the menu bar. The Save As dialog box appears. Move the cursor on the Tools tab on the down left side of Save As dialog box and click. A submenu will appear (see Figure 3.13). Fig. 3.13 2. Click on General Options. The Save dialog box opens. You will see two boxes: Password to open and Password to modify. 3. Type a password in Password to open box. (A password can include up to 15 character case-sensitive letters, numerals, spaces and symbols. As you type the password, Word displays an asterisk (*) for each character you type.)  Basics of Word Processing :: 49 4. Click OK. The Confirm Password dialog box appears (see Save dialog box and Confirm Password dialog box in Figure 3.14). Retype the password you typed earlier. Click OK on Confirm Password dialog box and then click OK on Save dialog box and then click OK on Save As dialog box. 5. When you open the Fig. 3.14 file again next time it will ask you to type the password (see Figure 5.7b). Remember, you will not be able to open that file without the password. Also, don’t forget that the passwords are case sensitive; that is, ‘XYZ’ and ‘xyz’ are two different passwords. Protecting a Document from Accessing (Read Only) With this feature you can have double protection to your document. Some times you yourself may accidentally change the format of your document. You can protect your document from being accidentally changed its format as well as from other users accessing it. Protecting a Document as Read Only Document If you want your document be protected only for accidental changes in the format, follow the steps given below: 1. When the file is open, select Office Button → Save As command on the menu bar. The Save As dialog box appears. Move the cursor on the Tools tab on the down left side of Save As dialog box and click. A submenu will appear. 2. Click on General Options. The Save dialog box opens. You 50 :: Data Entry Operations will see Read only recommended check box at the left side bottom of the Save dialog box. 3. Check-mark (√) the Read only recommended check box. Click OK on Save dialog box and then click OK on Save as dialog box. Next time when you open the document after giving password it will prompt you with a message ‘Open as read-only?. If you accidentally make changes Fig. 3.15 and then try to save the document, the file will not be saved. Instead, you will be prompted by a message ‘This file is read-only’. If you want to make changes to a document remove the check mark by clicking on Read-only recommended box, which lies below Password to open box under Save dialog box. Modifying a Password Given to Protect a Document If you suspect that some one knows your password and you want to change it, modify it by typing present password in Password to open: box and new password in Password to modify: box in the Save dialog box. Protect a Document for Track changes, Comments, and Forms Some times you may feel that your document should be reviewed by others to improve the document’s contents. The reviewers of your document can suggest some changes or comments without modifying the original document. After the review, if you wish that the changes were necessary you can incorporate them.  Basics of Word Processing :: 51 Fig. 3.16 Track changes: Selecting this option from the Review Tab and Tracking sub-task, let other users to change the document but highlights all changes so that you can track changes. While a document is protected for track changes, you cannot turn off change tracking nor can you accept or reject track changes. 3.7.6 Find Documents When you forgot the name of a file, but you remember a few letters in a word that may be in the file name, use Open dialog box. Word will search through the list of files in the selected folder or device for your particular file. For example, if your file name is ‘Annual paper’ you can type the letters annual. Word will locate this file. Follow these steps to find files: 1. Select Office Button Open command on the menu bar. The Open dialog box will be displayed. 2. In Look in: box, select the folder or click where you suspect your file will be located. Type few letters you remember that match with file name in File Name: box (Remember you can type upper case or lower case letters, since search is not case sensitive). If the typed letters are beginning letters of your file name, the file name will appear in the File Name: box. Click Open to open the document. 3. If you don’t see your file name appearing in the File Name: box as you type, move the cursor on the Tools tab on the top right side of Open dialog box. If the typed letters in the File Name: box matches with some part of your file name, all the file names matching with your typed letters along with other files will appear in Name box in the Open dialog box. If you trace your file in the box, double-click on the file name or select 52 :: Data Entry Operations the file name and then click Open in Find dialog box to open the document. Fig. 3.17 3.7.7 Close a Document Close the current document by selecting Office Button→ →Close command on the menu bar or click the Close icon if it is visible on the Standard toolbar. 3.8 PRINTING DOCUMENTS While printing a document you have the following options in Print dialog box: (see Figure 3.18). 1. Name of the printer (if you have more than one printers). 2. Choose paper size, orientations, resolution etc. by pressing Properties button. 3. Print the entire document or only current page or specific pages 4. Print a draft copy, which omits graphics to allow faster printing.  Basics of Word Processing :: 53 5. Number of copies to be printed, etc. Fig. 3.18 3.8.1 Printing a Document To print a document or selected pages follow the steps given below: 1. Open the document to be printed. 2. Choose Office Button→Print command on the menu bar. The Print dialog box will open. Select the Options like print range, Number of copes, Printer name etc. See that printer is switched on and the paper is available in the printer tray. 3. Click OK. 3.8.2 Printing a Document on a Different Paper Size You might have created a document using some selected paper size. You may want to print that document in a different paper size or multiple pages in a single sheet of paper without disturbing the general format. You can do it using Zoom feature 54 :: Data Entry Operations in Print dialog box. Follow the steps given below to resize your document to fit into a new paper size. If you want to print a document in a different paper size, follow the steps given below: 1. Open the document to be printed. 2. Choose Office Button→Print command on the menu bar. The Print dialog box will open. Select the Options like print range, Number of copes, Printer name etc. See that printer is switched on and the paper is available in the printer tray. 3. Select the appropriate paper size in Scale to paper size: under Zoom in Print dialog box. 4. Click OK. 3.8.3 Printing a Document’s Multiple Pages in a Single Sheet of Paper If you want to print multiple pages of a document in a single sheet of paper, follow the steps given below: 1. Open the document to be printed. 2. Choose Office Button→Print command on the menu bar. The Print dialog box will open. Select the Options like print range, Number of copies, Printer name etc. See that printer is switched on and the paper is available in the printer tray. 3. Select the appropriate paper size in Pages per sheet: under Zoom in Print dialog box. 4. Click OK. 3.9 EXIT WORD PROGRAM When finished your work in Word and closing all the files, you can quit the Word program by selecting Office Button→ → Exit command on the menu bar. 3.10 KEYBOARD SHORTCUTS Keyboard shortcuts can save time and the effort of switching from the keyboard to the mouse to execute simple commands. Print  Basics of Word Processing :: 55 this list of Word keyboard shortcuts and keep it by your computer for a quick reference. Action Key Stroke Open a file CTRL+O New file CTRL+N Close a file CTRL+W Save As F12 Save CTRL+S or SHIFT+F12 Print Preview CTRL+F2 Print CTRL+P Show/Hide paragraph symbols CTRL+* Spelling and grammar F7 Help F1 Find CTRL+F Replace CTRL+H Go To CTRL+G Select all - entire document CTRL+A Select from cursor to beginning of line SHIFT+Home Select from cursor to end of line SHIFT+END Go to beginning of line HOME Go to end of line END Go to beginning of document CTRL+Home Go to end of document CTRL+End Cut CTRL+X Copy CTRL+C Paste CTRL+V Undo CTRL+Z Redo CTRL+Y Format painter CTRL+SHIFT+C Left alignment CTRL+L Center alignment CTRL+E Right alignment CTRL+R Justified CTRL+J 56 :: Data Entry Operations Delete previous word CTRL+Backspace Apply bulleted list CTRL+SHIFT+L Indent CTRL+M Page break CTRL+Enter Font face CTRL+SHIFT+F Font size CTRL+SHIFT+P Bold CTRL+B Italics CTRL+I Underline CTRL+U Double underline CTRL+SHIFT+D Word underline CTRL+SHIFT+W All caps CTRL+SHIFT+A Change case SHIFT+F3 Subscript CTRL+= Superscript CTRL+SHIFT+= Make web hyperlink CTRL+K Go to next cell Tab Go to previous cell SHIFT+Tab Go to beginning of column ALT+PageUp Highlight to beginning of column ALT+SHIFT+PageUp Go to end of column ALT+PageDown Highlight to end of column ALT+SHIFT+PageDown Go to beginning of row ALT+Home Highlight to beginning of row ALT+SHIFT+Home Go to end of row ALT+End Highlight to end of row ALT+SHIFT+End Column break CTRL+SHIFT+Enter Copyright © ALT+CTRL+C Date field ALT+SHIFT+D Go to footnotes ALT+CTRL+F Show/Hide ¶ CTRL+SHIFT+8 Thesaurus SHIFT+F7 Note: A plus sign indicates that the keys need to be pressed at the same time.  Basics of Word Processing :: 57 INTEXT QUESTIONS 5. What are the shortcuts key using keyboard for opening a new document? 6. What is the command on the menu bar to save? (a) a new file, (b) existing file 7. What are the steps to print a document on a different paper size in Print dialog box. 8. State True or False. (a) Window menu allows you to work with two documents simultaneously. (b) It is not necessary to give a password to protect a file from reviewers. (c) Selecting Tracked changes command in Protect Document dialog box do not let others to change the document. 3.11 WHAT YOU HAVE LEARNT In this lesson you learnt about various features of MS-word like create, print, format. You are now in a position to move text from one place to another and apply different font and character styles. You can also protect your document using different commands. 3.12 TERMINAL QUESTIONS 1. Write any two uses of rulers in Word Program. 2. What is a mouse pointer? 3. What is an end-of-document marker? 4. Explain the steps in renaming a document. 5. What are the steps in protecting a document from accessing? 58 :: Data Entry Operations 6. How do you modify a password given to protect a document? 7. What are the steps in printing a document’s multiple pages in a single sheet of paper? 8. Write any three options available in the Print dialog box. 3.13 FEEDBACK TO INTEXT QUESTIONS 1. (a) True (b) False (c) True (d) True (e) False 2. (b) (right click the mouse) 3. (d) (all of the above) 4. Programs→Microsoft Word 5. CTRL+N keys 6. (a) File→Save As, (b) File→Save 7. Select the appropriate paper size in Scale to paper size: under Zoom and then click OK. 8. (a) True (b) False (c) False  Formatting Documents:: 59 4 Formatting Documents 4.1 INTRODUCTION This lesson covers various features of entering, editing, copying text, moving text from one place to another in the document, creating bulleted and numbered lists, creating and applying styles, and spelling and grammar corrections that are important to enrich your document. Also, enriching a document’s appearance is Word’s speciality. Word’s formatting features allow you to create beautiful documents without doing much more than typing headings and text. Word will do the rest. Word 2007 offers a great amount of formatting options: multiple typefaces and point sizes; easy-to-apply character styles such as bold, italic, normal, single and double spaces;underline; subscript and superscript; and paragraph formats such as alignment, spacing and indentation. You will be introduced to some of these features in this lesson. 4.2 OBJECTIVES After going through this lesson you would be able to: l define basic text processing tips l explain spelling and grammar features l change character and paragraph formats 60 :: Data Entry Operations l use page formatting l create bulleted and numbered lists 4.3 WORKING WITH TEXT While using Word 2007, there are certain concepts, menu flow, tips, and commands you should learn. This section deals with most common word concepts, tips, and commands you should know regardless your skills in using Word 2007 program. When you open word 2007 the following menu will appear on your monitor. Fig. 4.1 4.3.1 Typing Text To enter text, just start typing in the text area! As you type the text will appear where the blinking cursor is located and will move from left to right. Unlike with a typewriter, you need not press ENTER key at the end of each line, the characters automatically shifted to next line. Word continues to let your text wrap (move to the next continuous line) around until you are ready to start a new paragraph. To break a continuous line and move to a new paragraph, Press ENTER key at the end of a paragraph. 4.3.2 Inserting Text To insert the text in an existing document, follow the steps given below: 1. Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button where you want to insert the text. The keyboard shortcuts listed below are also helpful when moving through the text of a document: Beginning of the line HOME End of the line END  Formatting Documents:: 61 Top of the document CTRL+HOME End of the document CTRL+END 2. Type the text you want to insert. 4.3.3 Spacebar and Tabs Use the spacebar as a separator for your words and sentences. Don’t use the spacebar to move the insertion point across a line of text - known as “spacing across a line”. If you press the spacebar, word will make additional spaces, which you will then have to delete. Avoid using the spacebar to create columns of text. Instead you can use the Tab key. 4.3.4 Paragraph Markers You may find it easier to type when you can see the returns, spaces, and tabs in your document. If so, click on the Show/ Hide button on the Standard toolbar to display the marks. Click on the Symbol again to hide them. 4.3.5 Selecting (Highlighting) Text To change any attributes of text it must be highlighted first. Select the text by dragging the mouse over the desired text while keeping the left mouse button depressed, or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text. The shortcuts for selecting a portion of the text are: Fig. 4.2 a. Whole word: double-click within the word b. Whole paragraph: triple-click within the paragraph c. Several words or lines: drag the mouse over the words, or hold down SHIFT key while using the arrow keys 62 :: Data Entry Operations d. Entire document: choose Edit→Select All command on the menu bar, or press CTRL+A keys. e. Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the keyboard. 4.3.6 Deleting Text Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete the text to the left of the cursor and Delete will erase the text to the right. To delete a large selection of text, highlight it using any of the methods outlined above and press the DELETE key. 4.3.7 Replacing Text Word can combine the steps of deleting unwanted text, positioning the insertion point, and inserting replacement text. To replace text, follow the steps given below: 1. Select the text to be removed as explained above. 2. Start typing the new text. Observe that the new text is replacing the selected text. You can also replace the text by selecting the text, then deleting it using DELETE key, and then start typing new text. 4.3.8 Click and Type This feature allows you to insert text any where in a page. Move the cursor in a page where you want to insert the text. Double- click and start typing. Click and Type is also useful for inserting tables, charts and other graphics in a blank area of a document. When you insert an item, Click and Type automatically formats the item according to where you insert it. 4.3.9 Formatting Text Using the Formatting toolbar is the easiest way to change many attributes of text. If the toolbar as shown below is not displayed on the screen, select Home Tab. Under Home Tab you can select desired Formatting commands under Font, Paragraph subtask as per the diagram given below.  Formatting Documents:: 63 Numbered and Increase/ bulleted lists Decrea